Franke
JamesThe irreverent
Co-creator of Office-Politics will wade in with her opinion on
your dilemma. And seek advice from industry experts.

.

Dr.
John Burton teaches
Ethics at the Schulich School of Business at York University in
Toronto, Canada

"I
blind-cc-ed the email to my boss, because I wanted him to see the level
of PR his secretary has."

June
2004

Dear
Office-Politics,

I have just been confirmed as a Communications Executive after 6 months
being on probation. I have a good relationship with my boss, who's got
strong views about building up the company's image and branding. Since
we do a lot of discussion on PR and communications matters, some of
my colleagues commented that I seem to be the "right person"
for my boss.

A colleague got married last week, so as usual, my boss's secretary
who's also the administration exec of my department, circulated an e-mail
to our department staff to collect cash to buy the newlyweds a wedding
present. In the mail, she wrote that she will be collecting $20. Before
this, I remember her collecting $50 for another person's wedding. She
wrote that the difference in the amount this time is because he (the
newly married colleague) had never contributed to other present sharing
initiatives prior to this. I felt it was rude, discriminating and unprofessional.

I replied to all the email and said "Sorry to say this, but maybe
he couldn't afford it". Also, I blind-cc-ed the email to my boss,
because I wanted him to see the level of PR his secretary has - and
he's in charge of PR and communications!

She became upset, not because I questioned her decision but because
I blind-cc-ed the boss. She could see all incoming emails to my boss
- because she's his secretary. What she did next was unbelievable. She
came up to me and shouted at me, first scolding me for blind-cc-ing
the mail to my boss, and then for questioning the sharing amount.

The next day she collected the money but she did not collect mine.
I was informed by another colleague that she has deleted my name because
she thinks I'm stingy, and that I actually do not want to contribute.
Of course she has been giving me the cold shoulder, but I refuse to
talk to her because I know she will make a big deal out of anything
- unprofessionally.

For your information, everyone in the office knows that she is a "grumpy,
old woman". And she is.

Now from what I heard, she has been calling people up on the phone
telling them how this new person is making her life miserable by questioning
what has always been done here. Is such discrimination a normal practice
in all offices?

Please help me cope with this, because while most of my close colleagues
here support me, most of them are scared of her grumpiness. She has
been working here since forever and she's 40 something.

Thanks,

Worried
of Future

Dear
Worried of Future,

Congratulations on your promotion! Now you have some PR and rebranding
work to do for yourself...

Your letter describes a minor spat, but it could easily turn into a
major power struggle if you don't take immediate action. The middle-aged
secretary (we'll call her Louise) feels threatened by your actions,
and it is obvious she is gathering her support to fight you.

Think of it from her perspective for a minute. Louise has been loyal
to her Boss for years. Suddenly a young, ambitious new hire comes in
and shakes things up. That makes her feel uncomfortable, and vulnerable.
She could be swept out the door like yesterday's news, and at 40, while
by no means 'old', she may have trouble landing a comparable job. She
is frightened.

So what can you do? First off, do not underestimate Louise's power
to undermine your position. As a secretary, she may not have a position
of 'official' power (as in an Executive) but she has earned the trust
of her Boss from years of loyal service. And she probably has a larger
network of supporters than you do. She can poison the office environment
very quickly if she decides to, and then you may very well want to quit.

Louise has branded you as the 'enemy' -- and you need to take steps
to correct that impression in the minds of her, your Boss, and your
colleagues.

Think of it in terms of a PR campaign. To move from being the 'enemy'
to being 'neutral' or even 'friendly', you need to informally issue
a 'verbal' Press release. Your Press release will be designed to communicate
that you have professional respect for Louise, and her many years of
loyal service. You must have facts to support this new position or it
may come off as false and self-serving.

The reward for this effort will hopefully be, that she will show you
respect. But even if that never happens, at least your Boss, and your
colleagues will see that you are not her 'enemy'.

What 'facts' can you use for your Press release? Take note of things
she does well, and takes pride in. Take every opportunity to praise
her, not directly as she might misconstrue it, but to your shared colleagues.
You want the 'word' to get back to her that you genuinely respect certain
things she does. It would be very powerful if you could find an opportunity
to praise her publicly at a meeting. Louise will not be expecting you
to lend support, or speak well of her, especially in front of the Boss.
She may not believe you, but everyone else will see that you are doing
your level best to be a positive force in the company.

In terms of the initial event which triggered this, your position sounds
fair. It would be small-minded, and petty to give a lesser present in
this instance.

But you made a blunder by blind-cc'ing the Boss (especially with the
goal of undermining Louise). In the future, be transparent in your actions,
and think of the consequences before you initiate a battle.

Be proactive. Take this opportunity to send a thoughtful gift to the
newlyweds. It doesn't have to be expensive, just very considerate. And
that will be good PR for you!

Good luck,

Franke James

Follow-up
reply from Worried:
"Thank You!! Your advice sounds excellent and I am preparing my
PR Campaign for dear Louise immediately! After reading your reply, I
do feel bad for her, and am determined to give her back that "respect"
she had earned all the years she's been here. "

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